There are plenty of things to do at seminars and events, from planning to same-day operation and reflection. At each stage, various materials and information are exchanged between internal and external stakeholders.
Lecture materials, schedules, pamphlets, operation manuals... etc.
Do you have any problems with managing files at events?
- If an operation manual is distributed on paper, sudden changes cannot be reflected in the manual
- Creating accounts and managing browsing rights for file sharing with external operators is troublesome
- When sharing chats, etc., necessary information flows and is difficult to find
- I want to distribute lecture materials as data, but I want to prohibit reproduction or redistribution
With Handbook X, you can solve all of these problems, and you can streamline file management for seminars and events!
We will introduce specific uses based on examples of use at events.
Event Overview and File Sharing Issues
＜Event Overview＞
“Asteria Partner Summit 2023” was held in 2023/5. This is an event for sales partners of Asteria's no-code tools “ASTERIA Warp” and “Platio.” We will share future product policies and useful information for partners. It was held in a hybrid format with online distribution with visitors to the venue.
＜Issues when sharing files＞
- I want to digitize operation manuals, always share the latest files with external contractors, and easily check them from smartphones, tablets, etc.
- I want to rearrange the order so that I can quickly access frequently used files
- On the day of the event, I want to quickly operate sudden material replacement changes etc. from my smartphone
- Lecture materials also include confidential information, so I want participants to set them to only read and not be able to download
- I want to play catalogs and product introduction videos at reception before the start or during breaks
Therefore, sharing operation manuals, distributing lecture materials, and digital signage (electronic signage) at reception were realized with Handbook X.
[Preparation] Various settings such as workgroups and access codes
Prepare operation manuals and lecture materials, and set them to be shared on Handbook X.
＜Sharing operation manuals＞
Create an operations workgroup and share books. Workgroup is a group function for sharing files to multiple people at once. Available with workgroup plans.
In addition to manuals such as progress charts and staffing, venue information etc. can be compiled into a book and shared with internal and external members. If you arrange frequently accessed files on top and supplementary information on the bottom,Easy and convenient to access necessary information even in the midst of the hustle and bustle on the dayThat's it!
＜Distribution of lecture materials＞
We will create a book to distribute lecture materials.
Lecture materials books will be distributed with an access code. Since people who know the access code can view it, it is a convenient function for distributing event materials.
At this time, if you set the permission to view only and not export, you can make it impossible to download.
If you open book information from the book edit screen, you can set whether or not to export.
＜Preparing for digital signage＞
Register the digital signage file to be displayed at the reception desk. At this event, we will be showing venue information and videos on the iPad.
On the day of the event, we will prepare guides and videos with various patterns so that you can adjust the files to be played according to the atmosphere and timing of the venue. If WiFi is available at the venue, YouTube videos can also be played.
Click here for details on how to use digital signage.
〉〉Easy and convenient digital signage with a tablet!
[On the day] Publication of presentation materials and placement of digital signage
Finally, it's time for the day.
Digital signage is placed at the reception, and venue information and product introduction videos are played. You can select the content you want to show and play it back in a loop.
Lecture materials can be viewed on the spot using a PC, tablet, or smartphone.
And we were able to finish the event without any trouble!
If you use the workgroup plan, you can also obtain information such as the number of views for each lecture material, and you can use statistical information when reviewing events.
summary
Everything from operation to distribution of presentation materials to digital signage can be completed with just one Handbook X app. Also, if you use questionnaire functions and interactive signage functions, etc., you can make the event even richer, more convenient, and exciting.
Please make use of Handbook X at seminars and events!
